Team Members — QA Test Plan

A step-by-step manual test plan for the Team Members area of MyAccountant. It is written for a manual tester — no coding or technical knowledge required. Follow each case top to bottom and record the result in each case's result box.

There are two separate team areas, and this plan covers both:

• Settings → Team — where an ordinary business owner manages the staff of their own company.
• Practice → Team — where an accountant manages their practice's staff (and which clients each staff member can work on).

Test mode only

All testing happens in a test / staging environment. Never invite a real person's work email you don't control, and never do this on the live customer site. If you are unsure which environment you are on, stop and ask a developer.

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Before you start

1. Confirm you are in test mode

• The website address (URL) is the test / staging site your team gave you — not the real customer site.
• If you are unsure, do not continue — ask a developer to confirm.

2. Test accounts and emails you will need

Ask a developer to set up:

• A business owner account (an ordinary business/company user) that can invite team members.
• An accountant account with an active Accountant Practice plan, that already has two practice staff members:
  • one who will be given Practice books access, and
  • one who will not have Practice books access,
  • and at least one client company assigned to a staff member.
• Two or three email inboxes you control (e.g. test mailboxes) so you can open the invite emails and click the links. You'll also need one spare, unused email address for the "remove then re-invite" test.

3. What "Practice books" means (accountant area only)

"Practice books" is a switch on each staff member that decides whether they can see the accountant's own firm's accounting — separate from the client companies they work on. Keep the two staff members above handy: one with it on, one with it off.

4. How to report a bug

Log every failure with: the case number; what you expected vs what happened; a screenshot; which account you used; the severity; and the date/time + browser.

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How to read a test case

Every test case below has the same shape:

• Steps — do these in order.
• ✅ Pass if — the result you should see. If you see this, mark the case Pass.
• ❌ Fail if — signs something is wrong. Mark Fail and log a bug.
• Blocked — use this when you couldn't run the case (a dependency wasn't ready).

Severity — how serious is a failure?

Severity	Meaning	Examples (team)
🔴 Blocker	Wrong access or data exposure. Must be fixed before release.	A staff member can see books/data they should not; a removed member still has access; a person can edit or remove a team member who isn't theirs; a staff member with Practice books off can open the firm's own accounting.
🟠 Major	A feature behaves incorrectly, but no access/data-safety problem.	A button does nothing; the list doesn't refresh after a change; a name won't save; error pop-ups appear where they shouldn't; the invite email is missing its link/password.
🟡 Minor	Cosmetic only.	A typo, wrong wording in a note, misaligned layout, or a date shown as mm/dd/yyyy instead of dd/mm/yyyy.

The 🔧 marker

Cases marked 🔧 Needs developer setup need a developer to prepare something first (for example, a staff account in a particular state). You still check the result yourself.

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A. Settings → Team (business owner)

A1 — Invite a new team member

Steps

1. Log in as the business owner.
2. Go to Settings → Team.
3. Click Invite Member, enter a first name, last name, and one of your test email addresses, choose the company/companies, and send the invite.

✅ Pass if

• The new member appears in the list with status Pending.
• A success message confirms the invite was sent.

❌ Fail if

• The member is not added, or you get an error → 🟠 Major.
• The member appears as Active before they have accepted → 🔴 Blocker.

A2 — The invite email has NO password, and states how long the link lasts

Steps

1. Open the inbox of the email you invited in A1.
2. Read the invitation email fully.

✅ Pass if

• The email contains a link/button to accept the invitation (e.g. "Accept invitation").
• The email clearly states the link expires in 24 hours.
• The email does not contain any password or temporary password.

❌ Fail if

• The email contains a password or temporary password → 🔴 Blocker (a business-owner invite must not email a password).
• There is no mention of how long the link is valid → 🟠 Major.
• There is no accept link at all → 🟠 Major.

A3 — Accept the invite and set your own password

Steps

1. In the invite email from A1, click the accept link.
2. On the page that opens, set a new password (and confirm it), then finish.
3. Sign in with the email and the password you just set.

✅ Pass if

• You are asked to set your own password (there was no password given to you).
• After setting it, you can sign in successfully.

❌ Fail if

• The accept page errors or won't let you set a password → 🟠 Major.
• You cannot sign in with the password you set → 🟠 Major.

A4 — The Actions column shows only Open and Delete

Steps

1. As the business owner, go to Settings → Team.
2. Look at the Actions column on a team-member row.

✅ Pass if

• The row shows exactly two actions: an Open button and a Delete (trash) button.
• There are no other buttons in that column (no separate pencil, no dropdown arrow, no separate mail icon).

❌ Fail if

• Extra or confusing buttons are still shown in the Actions column → 🟠 Major.
• Either Open or Delete is missing → 🟠 Major.

A5 — Edit a team member's name (email cannot be changed)

Steps

1. Click Open on a team member.
2. Change their first name and last name to new values and click Save name.
3. Close the panel and look at the member's row in the list.

✅ Pass if

• There are First name and Last name fields you can edit.
• The email is shown but cannot be edited (it is read-only).
• After saving, the list row shows the new name (no manual refresh needed).

❌ Fail if

• The name does not save, or the list still shows the old name after saving → 🟠 Major.
• You are able to change the email address → 🔴 Blocker (email is the person's login and must not be editable here).

A6 — Resend an invitation from inside Open

Steps

1. Find a member whose status is still Pending (use A1, or invite another test email).
2. Click Open on that member.
3. Use the Resend invitation button inside the panel.

✅ Pass if

• A Resend invitation button is available inside the Open panel for a Pending member.
• Clicking it shows a single "Invitation resent" confirmation (not two).
• A fresh invite email arrives.

❌ Fail if

• No way to resend the invitation exists → 🟠 Major.
• Two identical confirmation messages appear for one click → 🟡 Minor.

A7 — Remove a member, then re-invite the same email

Steps

1. Invite your spare, unused email as a team member and note it.
2. Open the list, click Delete on that member, and confirm removal.
3. Invite the same email address again.

✅ Pass if

• After deleting, the member is gone from the list.
• Inviting the same email again succeeds (you are not blocked with "already exists").

❌ Fail if

• Re-inviting the same email is blocked or errors → 🟠 Major (removal should fully free the email for re-use).
• The deleted member still appears, or still has access after deletion → 🔴 Blocker.

A8 — Remove a member from one company only (keep others)

🔧 Needs developer setup — a member assigned to two companies you own.

Steps

1. Invite (or have a developer set up) a member assigned to two of your companies.
2. Click Open, untick one company, and Save.

✅ Pass if

• The member keeps access to the company you left ticked and loses access to the one you unticked.

❌ Fail if

• Unticking + Save does not remove the company, or removes the wrong one → 🟠 Major.

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B. Practice → Team (accountant)

B1 — Invite a practice team member (welcome email has a temporary password)

Steps

1. Log in as the accountant (practice plan).
2. Go to Practice → Team, click Invite Team Member, and invite one of your test emails.
3. Open that inbox and read the welcome email.

✅ Pass if

• The new staff member appears in the practice team list.
• The welcome email contains a temporary password to sign in with.

❌ Fail if

• No temporary password is included for a brand-new staff member → 🟠 Major.
• The staff member cannot sign in with the temporary password → 🟠 Major.

Two different invite styles — this is expected

A business-owner invite (A2) sends an accept link, no password. An accountant practice invite (B1) sends a temporary password, no link. Both are correct — don't log the difference as a bug.

B2 — The Actions column shows only Open and Delete

Steps

1. In Practice → Team, look at the Actions column on a staff row.

✅ Pass if

• The row shows exactly Open and a Delete (trash) button — nothing else (no separate "Assign clients" or "Resend access" button in the column).

❌ Fail if

• Extra buttons remain in the Actions column → 🟠 Major.

B3 — Edit a practice staff member's name, and Resend access is inside Open

Steps

1. Click Open on a staff member.
2. Change their first/last name and click Save name.
3. Confirm there is a Resend access button on this same page.

✅ Pass if

• First/last name are editable and the email is read-only.
• After saving, the list shows the new name.
• Resend access is available here (inside Open), not in the list's Actions column.

❌ Fail if

• The name won't save or the email can be edited → 🔴 Blocker (for the email) / 🟠 Major (for save failing).
• There is no way to resend access → 🟠 Major.

B4 — Remove a staff member, then re-invite the same email

Steps

1. Invite your spare email as a practice staff member.
2. Delete them from the list and confirm.
3. Invite the same email again.

✅ Pass if

• The staff member is removed, and re-inviting the same email succeeds.

❌ Fail if

• Re-invite is blocked/errors → 🟠 Major.
• The removed staff member still has access to the practice or any client → 🔴 Blocker.

B5 — "Practice books" toggle flips only from the switch, not the text

Steps

1. Click Open on a staff member to reach their assignment page.
2. Find the Practice books section (a heading, a description, and an on/off switch).
3. Click the "Practice books" heading text and its description — not the switch.
4. Now click the switch itself.

✅ Pass if

• Clicking the heading/description text does nothing to the switch.
• Only clicking the switch turns it on/off.

❌ Fail if

• Clicking the text (not the switch) turns the setting on or off → 🟠 Major.

B6 — "All clients" toggle flips only from the switch, not the text

Steps

1. On the same staff assignment page, find the All clients section.
2. Click its heading/description text (not the switch).
3. Then click the switch itself.

✅ Pass if

• The text does nothing; only the switch toggles All clients on/off.

❌ Fail if

• Clicking the text toggles the setting → 🟠 Major.

B7 — The "Practice books" note does not mention payroll

Steps

1. Read the description text under the Practice books heading.

✅ Pass if

• The note describes the practice's own accounting and reports (or similar) and does not contain the word "payroll".

❌ Fail if

• The note still mentions payroll → 🟡 Minor.

B8 — Assign and remove individual clients (All clients OFF)

Steps

1. On a staff member's assignment page, make sure All clients is off.
2. Tick one or more clients and Assign them.
3. On an assigned client row, use its Remove button and confirm.

✅ Pass if

• You can assign chosen clients, and each assigned client shows a Remove button that removes just that client.

❌ Fail if

• Assign or Remove does nothing, or removes the wrong client → 🟠 Major.

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C. Accountant staff: "View as client" and "Back to Practice"

This section checks the fix for a reported bug: when a staff member without Practice books access returned from a client to the practice, they saw several error pop-ups saying "You don't have … access on this company." Those errors should no longer appear.

C1 — Staff with Practice books: view a client and return

🔧 Needs developer setup — sign in as the staff member who has Practice books access.

Steps

1. Sign in as the Practice-books-ON staff member.
2. Go to Clients, choose a client, and use Open in client view.
3. Look around the client, then click Back to Practice.

✅ Pass if

• You return to the practice/clients area cleanly, with no error pop-ups.

❌ Fail if

• Any red error pop-up appears on returning → 🟠 Major.

C2 — Staff without Practice books: view a client and return (the fix)

🔧 Needs developer setup — sign in as the staff member who does not have Practice books access.

Steps

1. Sign in as the Practice-books-OFF staff member.
2. Go to Clients, choose a client, and use Open in client view.
3. Look around the client, then click Back to Practice.

✅ Pass if

• You return to the Clients area, and no error pop-ups appear.
• In particular, you do not see any message like "You don't have … access on this company."

❌ Fail if

• One or more "You don't have … access on this company" pop-ups appear on returning → 🟠 Major (this is the exact bug being fixed).

C3 — Staff without Practice books still cannot open the firm's own books

🔧 Needs developer setup — the Practice-books-OFF staff member.

Steps

1. Signed in as the Practice-books-OFF staff member, look at the left-hand menu on the practice.
2. Confirm the firm's own accounting / dashboard / reports menus for the practice's own books are not available to them.

✅ Pass if

• The staff member is limited to their client work and cannot open the practice's own accounting/books.

❌ Fail if

• The staff member can open the practice's own accounting/books despite Practice books being off → 🔴 Blocker (this is a real access-control failure — the quieter error pop-ups in C2 must not have been "fixed" by simply granting access).

C4 — A genuine "no access" message still appears when it should

Steps

1. As the Practice-books-OFF staff member, wait until you are settled on the Clients page (you are not in the middle of switching).
2. Try to open a part of the app you genuinely do not have access to (ask a developer which link to try, if unsure).

✅ Pass if

• A clear "you don't have access" message does appear for a genuine, non-switching denial.

❌ Fail if

• Genuine access-denied messages are also hidden (so the user gets a blank/broken screen with no explanation) → 🟠 Major.

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Finishing up — saving your results

You record results inside each test case, not in a table at the end:

1. At the top of the page, fill in the Test run panel — your name, the date, and the environment you tested.
2. For every case, choose Pass, Fail, or Blocked in its result box, and add any notes / evidence (bug reference, screenshot filename).
3. The summary at the top keeps a live tally (e.g. 18 pass · 1 fail · 3 not run).
4. When you are done, click Print / Save as PDF and save the file as your evidence.

Your entries are saved in your browser as you go, so an accidental refresh won't lose them. Use Reset run to clear the page for the next round.

Each tester saves their own PDF

Results are stored per browser — they are not shared between testers or saved centrally. Each tester prints their own PDF as the record of their run.